MoonbeamRetirement Residence is a 21-bed RHRA‑licensed retirement homelocated in the heart of Moonbeam. We provide accommodation, nourishment, andcompassionate care services for senior residents. Our dedicated team ofbilingual (English and French) Personal Support Workers (PSWs), RegisteredPractical Nurses (RPNs), caregivers, and cooks delivers a true "home awayfrom home" experience.

We offer hot, fresh, home‑cooked meals,laundry services, and engaging recreational activities for our residents. Allservices and operations are conducted in accordance with the policies,procedures, and guidelines established by the Retirement Homes RegulatoryAuthority (RHRA) of Ontario, as well as all applicable provincial legislationand professional standards.

JobDescription
The AdministrativeAssociate plays a key role in supporting the needs of residentsand their families with the highest level of care, privacy, andprofessionalism. In addition to managing administrative responsibilities andensuring compliance with RHRA requirements, this individual will be activelyinvolved in community events and business development initiatives. TheAdministrative Associate will also supervise the caregiving team to ensure thatresidents receive consistent, high-quality care and service. Furthermore, thisrole supports Moonbeam Retirement Residence's commitment to communityengagement and participation in local development initiatives.

Reports to
Chief Care Officer, Moonbeam Retirement Residence

Duties and Responsibilities
Primary Duties

Perform various supervisoryactivities, including the scheduling and coordination of appropriate caregiversto clients and hiring when required.

Maintain accurate caregiver documentationincluding schedules and personnel records as per RHRA guidelines and CanadaFood guide.

Adherence to regular and annualreviews and compliance reporting as RHRA guidelines.

Supervise and support caregivers,including day-to-day coordination and performance evaluation.

Respond promptly and courteouslyto all client calls, scheduling changes, and urgent care matters.





Communicate regularly withassociates and clients to evaluate service and ensure satisfaction.

Share After-Hours Coordinatorresponsibilities with Supervisors, when required.

Assist in managing care providers,which may include hiring support, human resources tasks, and resolvingscheduling issues.

Perform payroll-related duties,including verifying timecards/telephony, entering timesheets, and processingpayroll changes.

Assist with accountsreceivable/payable tasks and perform banking deposits.

Provide general officecoordination support, including reception and telephone service.

Prepare and process a variety ofdocuments such as memos, letters, and reports(MAR, PRN assessment, Narcoticcounts records)through typing/word processing.

Maintain organized filing systems,handle photocopying, faxing, mail processing, and meeting minutes production

Liaise effectively with staff,managers, and external clients(Hospitals,Treatment Care providers, and otherhealthcare partners)to ensure seamless office operations.

Contribute positively to team collaboration and office efficienc y.

Secondary Duties

Assist with sales, marketing andpublic relations efforts as needed.

Other general office and clerical functions as requested

Qualifications

Post-secondary education in a related field (e.g., healthcare,social services, business, or administration) is preferred

Previous experience in home care, healthcare, or administrativecoordination considered a strong asset, Including UCP trainer

Proficient with Microsoft Office Suite, including Word, Excel,and Outlook

Comfortable working with client databases and scheduling systems

Strong written and verbal communication skills





Excellent organizational and time management abilities

Vulnerable Sector Screening (VSS) required — must be issuedwithin the past 6 months at time of hire

Prior Experience of workingas a Registered Nurse (RN), RegisteredPractical Nurse (RPN), or Licensed Practical Nurse (LPN) would be an addedadvantage

Bilingual (French) is an asset.

Essential Skills and Competencies

Client-Focused Coordination – Effectively manages and supportscare plans, ensuring all aspects of care are delivered in line with clientneeds

Problem-Solving and Critical Thinking – Quickly identifies and resolvesissues, anticipating potential concerns and preventing disruptions in care

Multitasking and Organization – Demonstrates strongorganizational abilities, efficiently balancing multiple tasks and keepingtrack of detailed information

Leadership and Responsibility – Takes ownership of care processes,showing initiative and ensuring accountability in day-to-day operations

Flexibility and Adaptability – Responds effectively to changingpriorities and unexpected challenges while maintaining service standards

Effective Communication – Communicates clearly andprofessionally with clients, caregivers, and internal teams, both verbally andin writin g

Emotional Intelligence andSensitivity – Maintainsemotional balance in high-pressure situations and demonstrates understandingtoward clients’ needs and caregivers’ challenges

Key Traits and Personal Qualities

Empathetic and Compassionate

Friendly and Approachable

Patient and Calm Under Pressure

Highly Organized and Detail-Oriented

Responsible and Independent

Trustworthy and Respected by Team Members

Professional and Knowledgeable

Flexible, Adaptable, and Quick to Adjust to Change

Strong Listener and Communicator

Sensitive, Mature, and Emotionally Balanced

Critical Thinker and Problem Solver

Ability to Build Relationships andAnticipate Needs

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📌 Admin Associate (Ontario)
🏢 MOONBEAM RETIREMENT RESIDENCE
📍 Ontario